Industry: Small office · 1 to 5 staff
Printer Leasing for a Small Office with 1 to 5 Staff
One pre configured A4 colour multifunction printer for the whole office, with a set monthly payment covering the equipment, toner, parts, service labour and call outs, so there is no separate repair bill if something breaks.
Before you enquire
Is there a short term option?
Terms run 36 to 60 months and nothing shorter is offered.
You pick the length at the start, and most businesses take 60 months.
Am I stuck with the equipment at the end?
You decide between upgrading to a newer model, continuing on the same device, or returning it.
Nothing renews on its own, and any new agreement is quoted in writing first.
Can the equipment be swapped later?
The agreement allows a move to a bigger printer or a different model.
A swap is re priced and confirmed in writing, then delivered usually within about 10 business days of a confirmed order, installation included.
Are we too small for this to be worth it?
Small offices lease as often as large ones.
Past roughly 500 pages a month, the comparison usually starts to favour leasing once cartridges and unplanned service calls are counted in.
Cartridges and unplanned service calls stop arriving separately and become one monthly set plan.
What if we are partway through an existing agreement?
Yes.
It is common for businesses who contact us to be partway through an existing agreement.
We prepare your quote now and time the new installation to your current lease end date, so there is no overlap and no print outage.
It is worth checking your existing contract notice window early, because those dates are easy to miss.
Call us or submit the form and we will map the changeover with you.
Enquired on Monday and had a printer installed by Friday. Fast, easy, and exactly what we needed.
We have been using Global Document Solutions for about eight years now and would not go anywhere else.
Get your small office printer lease quote
Quick formFor a small office of 1 to 5 staff in Australia, the recommended lease is a single A4 colour multifunction printer at 25 to 35 pages per minute, handling up to around 3,000 pages a month.
It leases from $160/month ex GST on a 36 to 60 month term.
Maintenance, toner and remote diagnostics are included for the contract term, and the customer only buys paper.
Written by Cyrus Dickie, Founder, LeasemyPrinter.
Senior print solutions consultant helping small office businesses size and lease the right print fleet.
What a small business of 1 to 5 staff is fighting right now
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A single multifunction printer breaking down can stop invoicing, quoting or client paperwork completely when there is no second device or spare capacity to fall back on.
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A shop bought printer runs out of warranty within a year or two, and a call out or a fuser replacement can cost more than several months of a lease.
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Buying toner cartridge by cartridge from a retailer is expensive per page and easy to run out of at the worst moment, right before an invoice run or a client meeting.
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A 3 to 5 year lease is a genuine commitment for a business this size, and it is fair to ask whether it is worth it against simply buying a printer outright.
Recommended setup for a small business of 1 to 5 staff: pre-specified and ready to quote
- Device class
- 1 x A4 colour multifunction printer for the whole office
- Mono speed
- 25 to 35 pages per minute
- Colour speed
- 25 to 35 pages per minute
- Monthly volume
- Up to 3,000 pages per month
- Finishing
- Auto duplex, basic stapling
- Security
- Secure print PIN release so documents do not sit on the tray in an open plan office
- Scan to encrypted folder for invoices, quotes and client paperwork
- User authentication where more than one staff member shares the device
- Self encrypting hard drive on supported models
- Automatic data overwrite between jobs
- Typical lease
From $160/month ex GST on a 36 to 60 month term, with maintenance, genuine consumables, and remote diagnostics included for the contract term.
Final monthly is calculated against your specific volume mix at quote.
Interactive · Right-size your printer
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Three quick taps and we will point you to the device class that fits how your team actually prints. Then request a tailored quote.
Indicative guide only
- This tool suggests a device class. It does not quote a price.
- Leases start from $160/month ex GST on a 36 to 60 month term (entry tier published price).
- Your final monthly cost is set by the finance provider when the lease is signed.
Your suggested fit
A4 colour multifunction
An everyday A4 colour multifunction for client-facing documents and general office printing at low to moderate volumes.
Get a quote for your small office businessMatch this device class to a written quote
We'll match this device class to a written lease quote for your business, sent the same business day, Monday to Friday.
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Printer Leasing Costs in Small office
From $160
per month ex GST
36 to 60 month term
custom quoted above that
All inclusive
maintenance and toner
Next Business Day
onsite service response
All leases include maintenance, toner, repairs, and onsite service for Small office businesses. Terms run 3 to 5 years. There are no per page charges: the only thing you buy is paper.
▶Full lease summary
- Per page chargesNone. You only buy paper
- Most common term60 months
- Term options36 to 60 months
- Savings vs buying, typical SME volumes20 to 30%*
- Onsite response timeNext business day
Total cost is quoted by your finance provider and varies by term and equipment selected.
According to LeasemyPrinter · Data current: March 2026
*Based on comparison of total cost of ownership over 60 months for typical SME print volumes (2,000 to 10,000 pages/month).
Individual savings vary.
Why a small business of 1 to 5 staff leases instead of buys
The honest case for leasing at this size is not that it is cheap.
It is that the set monthly payment is the same figure every month, with no separate toner order or surprise repair bill on top.
Maintenance, toner, parts and service calls are inside the one monthly fee, so a fuser failure or a drum replacement does not turn into an unplanned invoice partway through the term.
For a business of 1 to 5 staff, a broken printer with no backup can stop invoicing and client paperwork outright.
The service response is built into the agreement rather than something you have to chase yourself.
If cash flow is the main constraint, a lease avoids the upfront cost of a business grade device.
If the lowest total cost over time matters more than predictable monthly cost, buying outright may suit better, and that is worth weighing against your own numbers before committing to a 3 to 5 year term.
What you get
Predictable monthly cost, not a big capital hit
Buying a machine outright is a large upfront cost. Leasing spreads it into a flat monthly figure from $160/month ex GST, so your cash flow stays steady and easy to budget.
Illustrative timing only. The bars show when money goes out, not a total. Total cost depends on the term, device and finance provider, and is confirmed in writing when the lease is signed.
Ready to lease the right setup for your small office firm?
Request a tailored quote in under 2 minutes. Pre configured for 1 to 5 staff.
Get your small office lease quote
Quick formFrequently asked questions
Is a 3 to 5 year printer lease worth it for a business this small?
That depends on what you value more: predictable monthly cost, or the lowest total cost over time.
A lease trades a longer commitment for one set monthly payment that already includes toner, parts and service calls, so there is no separate repair bill if something breaks.
A business that rarely uses its printer, or one confident it can manage its own repairs and consumables, may find buying outright works out cheaper.
Weigh the term length against how settled your business is before committing.
What size printer does a 1 to 5 staff office actually need?
Most offices this size are well served by a single A4 colour multifunction printer at 25 to 35 pages per minute, handling up to around 3,000 pages a month.
That covers invoicing, quoting, contracts and general correspondence without oversizing the device or the monthly cost.
What happens if the printer breaks down and we only have one device?
Next business day onsite service response Australia wide for confirmed service requests, with a remote diagnostic call usually within hours and most jams or consumable issues resolved over the phone in minutes.
For hardware failures needing longer than a day to repair, ask about a loaner device when the fault is logged.
Availability is confirmed case by case.
Can we end the lease early if the business changes?
There is no auto renewal, and clause 14 of the agreement sets out any early finish costs in plain English before you sign.
For a small business it is worth reading that clause carefully, since ending a 3 to 5 year term early does carry a cost.
Print security and procurement for small office firms
Independent, sourced data on why a managed, single vendor print fleet matters and how the lease versus buy decision is treated for tax.
Each figure links to its source.
Australian businesses are small
97.3%
Of Australia's 2,729,648 actively trading businesses were small businesses with fewer than 20 employees at 30 June 2025.
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That is the segment a printer lease is built for.
It trades a large upfront purchase for a predictable monthly cost.
According to Australian Bureau of Statistics · ABS Counts of Australian Businesses, 30 June 2025 (n = 2,729,648)
Print related data loss
56%
Of organisations reported at least one print related data loss in the past year.
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An unmanaged printer stores and routes confidential documents.
For medical, legal, accounting and local government offices, that is a genuine exposure.
According to Quocirca Print Security Landscape 2025 · Quocirca, July 2025. International survey of 400 IT decision makers (US and Europe)
ATO instant asset write off, 2025 to 2026 window now closed
$20,000
If you bought equipment outright, the write off applied to eligible small businesses with an aggregated annual turnover under $10 million.
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It covered the business portion of eligible assets costing less than $20,000.
The asset had to be first used, or installed ready for use, between 1 July 2025 and 30 June 2026.
That window has closed.
The threshold for 2026 to 2027 is not yet law, so check the current figure at ato.gov.au.
Genuine operating lease payments are instead deductible as a business expense each period.
General information, not tax advice.
Confirm the right structure for your situation with your accountant.
According to Australian Taxation Office · Australian Taxation Office, 2025 to 2026 income year